Solved

How to exclude inactive accounts from General Ledger.

Forum|Forum|7 years ago
February 5, 2019
4 replies
0 views

Any way to exclude inactive accounts from General Ledger?

QuickBooks Accountant Desktop

Best answer by BigRedConsulting

Generally, a GL is supposed to show all accounts and the account activity, even if there isn't any activity, which is a confirmation of that case.

If by "inactive" you mean hidden/inactive on the chart of accounts (as compared to not used in the reporting period), then there's a rather quick way to create the report without the unwanted accounts. Even if they are active/not hidden, you can exclude both the activity and the account node.

1 - Run the report.

2 - Click Customize.

3 - On the Display tab, click the Advanced button and then pick In Use.

4 - Then the Filters tab, then the Account filter. Click Multiple Accounts... to open the Select Account window, which will list only the accounts that are active (not hidden) on the chart of accounts.

5 - Click the Select All button. This selects all the accounts that aren't hidden/inactive on the chart of accounts and is what makes this fast, since it's just a button click.

------------------------------------------

Note at this point that - if desired - you can de-select active accounts and then even if they are in use during the reporting period they will still be excluded from the report. In this way you can create a GL for only select accounts, or one account, but at that point it's not really a GL report anymore (sort of like a balance sheet that doesn't balance because it's filtered.)

------------------------------------------

6 - Run the report.

The combination of the two settings will exclude the unwanted nodes, whether or not there is activity for the accounts that have been excluded from the report.

A

Anonymous

Hello, tomlhall.

You can exclude inactive accounts from the General ledger by filtering the report. Here’s how:

Click the Customize Report tab at the top when opening the report.
Go to Filters tab and choose Account as the filter option.
Select Multiple Accounts and check the accounts you’d like to show on the report.
Click

Please visit us again if you have other questions.

T

tomlhallAuthor

I was hoping that there would actually be an easy way of doing it. Maybe something Intuit could fix in the future.

L

LHOA1

I have the same issue of inactive accounts showing in my GL reports.

Five old bank accounts that haven't been used since 2010 or earlier. All have zero balances and haven't had any transactions in over a decade. They all had final reconciliations once closed. All five are marked inactive in the chart of accounts list.

In the GL report, I use customize/advanced/"In Use" but two of the five inactive bank accounts still show every month with no transaction lines.

QB Desktop Pro 2021, have run verify & rebuild multiple times.

Kristine Mae

Let me add a few pieces of information concerning the report, 888jay.

You may see inactive accounts in the General Ledger report. The account status will not change what appears on it.

The report will include a section for every account, even the inactive or unused accounts for the reporting period. It's how the program works.

I'll share this blog about General Ledger to help you learn more about it: What is a general ledger, and why is it important?.

If there's anything else that you need, the Community is available 24/7. Don't hesitate to visit us any time. Take care!

L

LHOA1

Then why does it include only two of the unused, inactive bank accounts, and not all five?

BigRedConsultingAnswer

@tomlhall

Generally, a GL is supposed to show all accounts and the account activity, even if there isn't any activity, which is a confirmation of that case.

If by "inactive" you mean hidden/inactive on the chart of accounts (as compared to not used in the reporting period), then there's a rather quick way to create the report without the unwanted accounts. Even if they are active/not hidden, you can exclude both the activity and the account node.

1 - Run the report.

2 - Click Customize.

3 - On the Display tab, click the Advanced button and then pick In Use.

4 - Then the Filters tab, then the Account filter. Click Multiple Accounts... to open the Select Account window, which will list only the accounts that are active (not hidden) on the chart of accounts.

5 - Click the Select All button. This selects all the accounts that aren't hidden/inactive on the chart of accounts and is what makes this fast, since it's just a button click.

------------------------------------------

Note at this point that - if desired - you can de-select active accounts and then even if they are in use during the reporting period they will still be excluded from the report. In this way you can create a GL for only select accounts, or one account, but at that point it's not really a GL report anymore (sort of like a balance sheet that doesn't balance because it's filtered.)

------------------------------------------

6 - Run the report.

The combination of the two settings will exclude the unwanted nodes, whether or not there is activity for the accounts that have been excluded from the report.

KlentB

Let me share some information about how the General Ledger report works, 888jay

As mentioned above, this report will populate all your accounts, including the inactive or unused accounts. If you need to exclude the inactive accounts, you'll have to select all the active accounts from the Multiple Accounts filter. Here's how:

Go to the Reports menu.
Go to Accountant & Taxes, then choose General Ledger.
Click the Customize Report button.
In the Display tab, click the Advanced button and then choose In Use.
In the Filters tab, select the Account filter.
Choose Multiple Accounts from the drop-down menu, then select all the active accounts you want to show on the report.
Hit OK to apply the customizations.

I'm also adding these articles to help streamline the reporting process in QBDT:

Drop me a comment below if you have any other concerns or additional questions. Have a good one.

T

tomlhallAuthor

""then select all the active accounts you want to show on the report."" This is the part I want to eliminate. If I have an account marked "Inactive" it should NOT show up in the GL.

T

tjonesatolfchurchnet

Re: How to make QB Desktop Premier Nonprofit 2020 STOP adding G/L accounts at will. Every time I open QB, I see that they have added Cost of Goods and Inventory Asset, neither of which are needed.

Sign up

Login with SSO

Login to the community

Login with SSO

Scanning file for viruses.

This file cannot be downloaded